Ballot Form for Shareholder Meeting

Use this handy Checklist and Planning Guide for Annual Meetings and Special Shareholder Meetings to assist you with the preparation and planning required for a variety of corporate meetings.

• This guide deals with:
  • annual meetings of a corporation's directors and shareholders,
  • special shareholder meetings,
  • other corporate meetings and special events.
• This guide was written to assist those persons who are planning and preparing for a corporate meeting for the first time, and to prompt new ideas for the experienced meeting planner.
• Available as a free PDF download.

Use this downloadable template to prepare a Declaration of Mailing regarding the sending of notices for an upcoming annual meeting of shareholders of a Canadian corporation.

The Declaration contains the following information:

• the date, time and place on which the shareholder meeting will be held, and
• the date on which the notices were mailed, in accordance with the applicable legislation under which the corporation was incorporated.

This Canada Declaration of Mailing form is in MS Word format and is fully editable. It can be used for a federal corporation and in any province which has a Business Corporations Act.

Put together an Information Circular for a shareholder meeting for a Canadian corporation with this customizable template.

• The circular must be distributed to the shareholders of a corporation prior to a shareholder meeting.
• It sets out details of all the business to be dealt with at the meeting.
• It also describes the procedure for appointing a proxy, for shareholders who are unable to attend in person but still wish to vote.

The Canada Information Circular for Shareholder Meeting gives the shareholders a chance to review and consider the matters to be put before the meeting. Download a copy and prepare for your next shareholder meeting.

Prepare an Appointment of Proxy form for a meeting of the shareholders of a Canadian corporation with this easy-to-use template.

• The proxy form should be filled out and returned to the corporate secretary by any shareholder who is unable to personally attend the meeting.
• The person named in the proxy can act on behalf of the shareholder and vote the shares in the manner indicated in the proxy form.
• This form can be used for annual general meetings and special meetings of the shareholders.
• This template form is available in MS Word format.
• The Appointment of Proxy form can be used in most Canadian provinces and territories.

Record the attendance at an annual shareholders meeting with this free Scrutineer's Report form.

• The secretary of the meeting uses this form to record:
  • the name of each shareholder attending and whether they are present in person or represented by proxy, and
  • the number or percentage of voting shares held by each shareholder.
• The report is critical in order to establish whether quorum has been met before the meeting can proceed, and to determine whether each matter voted upon has received a majority vote.
• This is a free template form available in MS Word format.

Prepare Proxy Forms for meetings of the shareholders of a USA corporation with these two easy-to-use templates.

1. Revocable Proxy, to be used by a voting shareholder to appoint a proxy to vote the shares on his / her behalf at all meetings that the shareholder is entitled to attend. The shareholder has the right to revoke the proxy at any time.
2. Non-Revocable Proxy, which contains a termination date. The proxy is irrevocable until the date of termination. The shareholder's shares must carry a legend stating the existence of the proxy, and that all rights under the proxy will survive any transfer of the shares.

These Proxy Forms can be used for shareholder meetings of U.S. business corporations. Available in MS Word format. Fully editable and reusable.